EFFECTIVE COMMUNICATION UITLIZING COMMUNICATION TO INCREASE - - PowerPoint PPT Presentation

EFFECTIVE COMMUNICATION

UITLIZING COMMUNICATION TO INCREASE EFFECTIVNESS

Thursday, April 26, 2018 APWA Northern California Chapter Communication and Writing Seminar

4 key tools for effective communication:

Get to the Point using BLUF communication Learn why communicating at the right elevation matters Understand ownership: own your inputs and pre-wire Review framing and learn how it can help you

Learning Objectives

2

Without Communication…

3

What is a BLUF?

Stating your Bottom Line Up Front (BLUF) The practice of getting to the point first Conclusion/recommendation/ask is presented right away

Tool # 1: Getting to the Point/BLUF

4

Why should I use the BLUF tool?

A good BLUF: Adds clarity Uses time efficiently Gets you what you need

BLUF Benefits

5

A good BLUF also:

Identifies critical next steps Helps you and your team plan work Identifies who is responsible for what deliverable Ensures you’re communicating at the right elevation Gets you faster responses

Bonus BLUF Benefits!

6

Examples:

I am recommending… I am seeking input on… Our impact from the Council’s action is… You are responsible for the following… By the end of the week, please complete the following…

BLUF IRL

7

Communicating at the right elevation:

As communication moves up through the organization its substance should gain in elevation Higher level communication focuses on: What are we doing? Why? Lower level communication discusses how we do things (“in the weeds”) Focus on key details at any level

Tool #2: Scaling Communication

8

Why communication at the right elevation?

Helps you communicate what is relevant Can assist in stepping back and seeing the big picture Helps identify what really matters to different groups

Benefits of Scaling Communication

9

To communicate at the right elevation, you must know your audience, focus on:

Being clear about your role Understanding their role and needs

Know Your Audience

10

Owning your inputs:

Part of YOUR project/task/deliverable Includes actions from others Helps others be responsible and responsive

Tool #3: Ownership

11

Pre-Wiring

Almost all actions/decisions impact others You’ll need input from those others in advance Ensures there are no surprises Helps you plan for what you need

Tool #3: Ownership

12

Framing is a tool that we use to: communicate with and understand different stakeholders/departments/groups

Different groups and different target audiences have different ways of communicating AND Different needs, desired outcomes and interests

Tool #4: Framing

13

Understanding the needs of specific groups helps you:

 Tailor your communication to their goals AND Anticipate any group specific roadblocks and challenges

Framing Benefits

14

Group Exercise:

Select an important current or future issue Complete the worksheet, ID what communication tool you could use in each step Share and discuss with another attendee

Putting it all Together

15

4 tools to use going forward:

Get to the point/utilize BLUF communication Communicate at the right elevation Own your inputs and pre-wire Use framing

And… Get what you need!

Conclusion

16

Liz Acord City of Alameda Public Works Coordinator 510-747-7957 lacord@alamedaca.gov

Questions?

17